NHS Case Study

Mental Health Trust – reporting to the Chief Executive

Mental hospital closures and a need for new medical records repository

Implementation of new medical records repository, signed off by board

A Mental Health Trust – reporting to the Chief Executive

Following the closure of 5 major mental hospitals in and around the Birmingham conurbation, a new Psychiatric Hospital was in the course of construction. There was a need to design and implement a new medical records repository to handle all archived, current and future patient records

Established internal team to carry out detailed review of existing processes
Reviewed and critiqued existing process flows with clinicians (consultant psychiatrists and psychologists)– including intensive care wards and also CPD staff (community nursing)
Reviewed technical IT platforms and processes to determine best practice for the new facility
Facilitated a series of workshops in a demanding time scale to agree and define new processes
Develop organisation structure to best match the new processes
Developed and implemented plans for the proposed processes
Carried out onsite reviews to snag implementation problems
Develop and deliver Communications programme covering all grades of staff (2000+)
Gain sign off at Board level

A new Medical records repository with a single numbering system and electronic file tracking
Communications to all staff in the form of workshops, seminars, and exhibition